How to Create a Site and Letterhead

How to Create a Site and Letterhead

Setting up your default site and letterhead
 
Group administrators can add/edit default sites and letterheads.  
1.  First, enter the Chart Room and click on the  at the bottom left.
2.  Next, click on the   tab. By default, you should be brought to the 'Sites/Letterheads' tab. We will be working in the three sub-tabs under 'Sites/Letterheads':


 
Facility Info Tab

In this tab, you may create a new site, if you haven’t yet, by clicking on the  button.

A New Site Name dialog box will open.

   




Enter a name for this location.  NOTE:  Once entered, the name cannot be modified.  Once you have entered a name, press Continue. The site name is automatically entered into the record on the Facility Info tab.


Click on the field next to Site Type and select the type of location from the dropdown list.

Enter the NPI for this facility and any other Facility Other ID you would like to record in the next field.

Choose your Place of Service code by clicking on the field and selecting from the dropdown list.

Enter your full Facility Name as you want it to appear on your letterhead.

Enter the Address, Phone and Fax for this facility.
Once you have entered all of the data for your site, you must press   to save the information. 
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This is one of the few locations in ICANotes where a Save button must be utilized! 

Please note you will receive a message after saving any time you change the site address or phone or fax number:



Click 'OK' to continue.

To make further changes to your Site, you can click   to get back in to where you can make changes to your Site info.

You may add other locations in the Facility Info tab as needed, if your group operates multiple locations, or for billing purposes.




Letterhead Tab
  1. Click on the Letterhead tab to the right of Facility Info.
  2. Press the   and the   buttons to automatically populate the data entered in Facility Info.
  3. If you need to, use the Format option on the toolbar (shown on the screenshot below) to select a different font for your letterhead than the default, Arial. Position your cursor in the address box or telephone/fax box first if you want to change the font. Alternately, you can highlight the existing text you want to change. You may also change the font size, color, and style from this menu.
 


Electronic Billing Tab
  1. Click on the Electronic Billing Tab to the right of Letterhead.
  2. Press  to populate your billing address. 

Please note that the 'Facility Info' page populates Box 32 and the 'Billing Address for this Service Facility:' drop-down (which fills out the address as well as the 'Billing NPI') populates Box 33 on the HCFA form.



Be aware that the Billing Address and Facility Address cannot be PO Boxes unless the claim is submitted on paper. To submit electronically, these must be physical addresses.